A PHARMACY TECHNICIAN EXTERNSHIP PROGRAM. Lezlie Cohn-Oswald, CPhT . Clinical Pharmacy Technician Associate Director, Pharmacy Technician Externship Program Salt Lake City VA Health Care Center. PRESENTATION OBJECTIVES. Define what a Pharmacy Technician Externship Program entails.
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Lezlie Cohn-Oswald, CPhT.
Clinical Pharmacy Technician
Pharmacy Technician Externship Program
Salt Lake City VA Health Care Center
Pharmacy Technician Externship Program.
> INTERNSHIP: *Any official or formal program to provide practical experience for beginners in an occupation or profession.
> EXTERNSHIP: *A required period of supervised practice done off campus or away from one's affiliated institution.
> To afford pharmacy technician students an opportunity to receive a well-rounded, practical experience in their chosen field.
> To train future technicians for possible positions within the VA.
> To train our current pharmacy technician workforce how to be mentors and educators.
> Inpatient/Outpatient settings
> Opportunity to help the profession
> State Pharmacy Technician Licensure
- Utah = 180 hours total practical (extern) hours
> Job opportunities
- contract positions to FTEs
> Contact State Board of Pharmacy
-State laws regulating pharmacy
- state certification
> School programs
- Must be accredited program recognized
by U.S. Department of Education or the
Council for Higher Education Accreditation
- Quantity of students in facility
“limit quantity for quality”
- Keep school contact list
> Academics Affiliate Office paperwork
- MOU(Memorandum Of Understanding)
contract (VA Form 10-0094g)
- Trainee Qualifications and Credentials
Verification Letter (TQCVL) (SAMPLE 1)
- Trainee Registration VA Form10-0410
TRAINEE QUALIFICATIONS AND CREDENTIALS (SAMPLE 1)
VERIFICATION LETTER (TQCVL)
(date)(name of medical center director (station #)
Dear (medical center director):
Social Security Discipline of Study Degree Level or
Trainee Name(s) Number (SSN) or Specialty Post Graduate Year
2. In addition, I certify that these trainees:
a. Are enrolled in the designated training program.
b. Have satisfactory physical and mental health necessary to perform the duties of the
including appropriate tuberculin testing and hepatitis B vaccination (or waiver).
c. Have had verification of educational credentials as required by the admission criteria of the
d. Have had verification of current license(s) through the appropriate state licensing board(s)
as required by the academic program.
e. Have provided letters of reference as appropriate to the admissions criteria of the academic
f. Have appropriate citizenship documents (e.g., current, unexpired visa; evidence of
naturalization; or a permanent U.S. immigrant status) if non-United States (U.S.) citizens.
g. Have Educational Commission on Foreign Medical Graduates (ECFMG) certificates
if graduates of international medical schools.
(Complete Name, Title, Affiliate/Institution, Training Program w/ signature line)
Approve / Disapprove Comments:____________________
(name of chief of staff) & (name of medical center director) separate (date) and (signature line) Approve / DisapproveComments:____________________
> Human Resources paperwork
- WOC checklist (Appendix 1B)
- Trainee Information Sheet (sample 2)
- OP-306 Declaration for Federal
- SF-61 Appointment Affidavit
WOC Checklist – Associated Health Trainee Appendix 1B
Name of WOC Trainee___________________________________ Program Director/Disipline:_Debra Macdonald - Pharmacy Services
Check area that applies:
_X__ Associated Health Trainees (i.e. Nursing Trainees, Social Workers, Occupational Therapy, Physical Therapy, Audiology, Physician Assistants,
Pharmacy, Psychology, Dental Hygiene)
Below, initial and date each area as completed.
Program Director Responsibility:
____ Trainee Information Sheet (forward copy to ACOS/E and HR (05) as soon as possible, or at least 30 days prior to Appointment date.
____ Send application packet to trainee/resident and ensure returned to Program Director at least 30 days prior to appointment date.
____ Trainee/Resident cover letter signed by Director VASLCHS
____ Trainee Registration Form (completed form should be sent to ACOS/E)
N/A Application, VA Form 10-2850c or OP-612 (required for all appointments more than 6 months with VA computer access)
____ OP-306, Declaration of Federal Employment
N/A SF-85, Security Background, Questionnaire, for Non-Sensitive Positions(required for all appointments more than 6 months with VA
____ SF-61, Appointment Affidavit
____ WOC letter (VA Form Letter 10-294, Letter of Authorization)
____ Ensure mandatory training requirements are met before Enter of Duty (EOD) date. The mandatory training module can be accessed at
www.uchep.com under the course title: “Providing a Safe and Secure Environment for Health Care”.
____ Training certificates must be printed by trainee/resident and submitted to Human Resources with above appointment paperwork.
____ Tentative Enter on Duty (EOD) Date: _______________________
____ Tentative Expiration of Appointment Date: ___________________(if appointment extends beyond this tentative date, a new WOC letter must be
prepared and sent ot HE (05). This terminates all computer access.)
____ Ensure trainee/resident is informed to report to HR prior to appointment date Monday through Friday, between the hours of 8:00 am to 11:00 am
and 1:00 pm to 3:30 pm.
N/A VA Computer Access (Circle One) YesNo
(You must notify HR if the need for computer access changes. This may require additional security information.)
N/A VA appointment more than six (6) months: (Circle One) Yes No
____ VA appointment less than six (6) months: (Circle One) Yes No
N/A VA appointment less than ten (10) workdays: (Circle One) Yes No
____ Forward a copy of this checklist and above paperwork to HR 30 days prior to appointment date. In rare and unusual circumstances if this
timeframe cannot be met, contact your HR representative. Keep the original checklist for your reference until employee’s application terminates.
Program Director signature and extension: __________________________________________________________________ Date:____________________________
Debra Macdonald, RPh, Asst. Chief, Pharmacy Services
Lezlie Cohn-Oswald, CPhT, Asst. Pharmacy Technician Extern Program Director
____ Electronic Fingerprints
____ Verify OP-306, SF-85, training requirements and all other applicable material
____ Appointment paperwork required
____ HIPDB ____ OIG
____ Mandatory training certificate received and entered in Non-PAID database
____ Enter/Update information VA non-Paid Employee Database
____ Instruct trainee/resident to report to VA Library for ID badge
Supervisor Responsibility EOD:
____ Ensure valid VA ID badge issued at VA Library
____ Ensure VA parking decal issued from VA Police, Trailer 1
____ Establish computer and key access, if needed (Appendix 1 and 2)
____ Monitor Expiration of Appointment date. (If appointment extends beyond this tentative date, ensure new WOC letter was sent to HR (05). This
date terminates all computer access.
Supervisor Responsibility for Exit Process:
____ Complete Exit Clearance form in accordance with VASLC policy memorandum 05.11
____ Turn in VA ID badge at VA Library
____ Forward completed Exit Clearance form to HR
Va salt lake city hcs SAMPLE2
Trainee information sheet
TRAINEE’S NAME__________________________________ EXPECTED EOD: ____________________________
SSN: ____-____-______PHONE NO: (801) __________________________
ADDRESS: George E Wahlen VAMC___
500 Foothill Drive________Salt Lake City, UT 84148__
AFFILIATE: VA Salt Lake City Health Care Center
PRECEPTOR ____Lezlie Cohn-Oswald______________________ EXTENSION: 4208
PROGRAM DIRECTOR: Debra Macdonald___________________ EXTENSION: xxxx
PROGRAM PRECEPTOR: Jeremy Hotelling (OP)___________ EXTENSION:xxxx
PROGRAM PRECEPTOR: Lynette Rynearson___(IP)___________ EXTENSION:xxxx
X -PHARMACY TECHNICIAN EXTERN
Beginning Date: ______________________ Ending Date: ___________________________
Total Hours: ____180-Pharmacy Tech Extern_____ Hours Per Pay Period: _____N/A_______________
__PAID APPOINTMENT (Check Box Below)
Beginning Date: __________________________ Ending Date: _____________________________
Total Hours: ______________________________ Hours Per Pay Period: ____________________
GRECC – Subaccount 1053 Podiatry - Subaacount 1077
Audiology & Speech Pathology (Masters) Podiatry – Surgery (Resident)
Nursing – Nurse Practitioner (Trainee – 320 hrs)
Nursing – Nurse Practitioner (Trainee – 120 hrs) PRIME – Subaccount 1051
Occupational Therapy (Trainee) Nursing – Nurse Practitioner
Optometry (Resident) Occupational Therapy (Trainee)
Physical Therapy (Trainee) Pharmacy (Resident)
Psychology (Intern Level (II) Physical Therapy (Trainee)
Social Work (Masters) Physician Assistant (Trainee)
Podiatry - Surgery (Resident)
Advanced Practice Nurse - Subaccount 1051 Psychology (Intern Level II)
Nursing – Clinical Nurse Specialist (Trainee) Social Work (Masters)
Dentistry – Subaccount 2587 Psychology – Subaccount 1051
Dentistry – General Practice (Resident) Psychology (Intern Level II)
Occupational Therapy – Subaccount 1051 Social; Work – Subaccount 1051
Occupational Therapy (Trainee) Social Work (Masters)
Pharmacy – Subaccount 1051 Physical Therapy – Subaccount 1051
Pharmacy (resident) Physical Therapy (Trainee)
> Human Resources paperwork (cont’)
- VA Form 0711 Request for Personal
Identification Verification Card
- WOC Letter of Agreement
(VA Form Letter 10-294, Letter of
- VA Mandatory Training certificates
> VA/Contract technician coordination
- interview staff
- set parameters of shadowing
> Pharmacist coordination
> Contacted by school
> Make contact with student
> Interview student
> Interviewing a prospective student will help to assure you have the right student for your program as well as the right program for the student.
- Why this facility?
- What kind of schedule are you looking for?
- Expectation(s) from this rotation?
- Future goals?
“TREAT YOUR EXTERNSHIP LIKE A JOB INTERVIEW”
> Fill out HR paperwork, give station map & information for online mandatory training to student.
> Set Schedules
- Make calendar for self & student
- Pharmacy Technician Externship
Time Agreement (Sample 3)
- both parties sign agreement with
copy to student & copy to student
> Orientation to Pharmacy Service
- Customer information
- Medical Center layout
- Physician Order Entry (POE) facility/organization
> Concentrated Learning Experience: Outpatient-
- In/Out Window
- Pharmacy automation
- Window & mail fill areas
- Prescription tracking
- Mail-out area
*unable to have computer access as WOC = unable to answer phones
> Concentrated Learning Experience: Inpatient
- Bar code labeling - Unit Dose fills
- Ward inspections - *IV admixtures
- Crash cart fill (USP Chapter <797> review)
- Pharmacy automation
- Automatic replenishment
*may be unable to receive hands-on training, but able to review ongoing IV process
> Concentrated Learning Experience:
Duties occurring in both pharmacies:
- Waste disposal - Medication dispensing
- Outdate inspections
Not rotated through area; are given overview:
- Inventory management
- Controlled substances
- Mid-term evaluation (sample 4)
(45 hour & 135 hour marks)
> Student Program Director contacted with update of student progress
STUDENT: ______________________________________________________________ DATE: ____________________________
PRECEPTOR 1: ___________________________________________________________ DATE: ____________________________
PRECEPTOR 2: ___________________________________________________________ DATE: ____________________________
PRECEPTOR 3: ___________________________________________________________ DATE: ____________________________
> Student(s) unable to progress through program:
> Review you facility’s policy for dismissal (Medical Center Trainee Orientation, Dismissal and Termination Policy)
> Contract for program completion (Sample A)
> Student consultation follow-up (Sample B)
CONTRACT TO COMPLETE PHARMACY TECHNICIAN EXTERNSHIP ROTATION SAMPLE A
AT THE SALT LAKE CITY VA MEDICAL CENTER
I, __(student name)_________, on this day, (week day), (month, day, year), promise to finish
my Pharmacy Technician Externship rotation in its entirety.
I will work all of my scheduled hours without calling in for any reason.
I will not be late for any scheduled shifts for any reason.
(LATE is defined as anything up to 10 minutes after agreed upon daily start time)
I may not make changes to my schedule.
Hours needed for entire program = 180 hours
Hours completed to date in Outpatient = ____ hours
Hours completed to date in Inpatient = ____ hours
Hours needed to complete program entire rotation = ____ hours
(schedule as put forth by myself, (program director), and
(student name) -see attached calendar)
(student name) agrees with the hours as stated above.
The Associate Program Director will meet with you weekly to review attendance and performance. Your (school name) Program Director will be notified
of this action and given weekly updates.If I, (student name), fail to abide by the above written terms as written and initialed by me, this will be considered
grounds for immediate termination of the externship.
(Lines for Pharmacy Technician Student,OP/IP Pharm Tech Extern Preceptor, OP/IP Pharmacy Supervisor, Asst. Program Director & Director sign & date)
Student will be provided a copy of this signed agreement & schedule attachment.
(student name) (month, date, year)
1 Hours worked according to agreed upon schedule? YES NO
2 On time to shifts as scheduled? YES NO
3 Changes made to agreed upon schedule? YES NO
4 Hours left of rotation after this week?
HOURS REMANING AFTER TODAY= (# hour remaining) AGREEDISAGREE
Other issues to be addressed:
Student Pharmacy Technician Extern
Lezlie Cohn-Oswald, CPhT Date
Asst. Pharmacy Technician Externship Director
- School-provided end-of rotation
evaluation (class grade)
- Student evaluation of program
- Non-Paid Employees Clearance Sheet
(memo 05.11 in lieu of VA Form 3248 B)
Salt Lake City VA Medical Center SAMPLE C
Pharmacy Technician Training Program
Pharmacy Technician Externship Program
STUDENT EVALUATION OF EXTERNSHIP
At the end of the externship training, each student is required to evaluate their externship
experience. Your input allows the program to monitor the externship content and also
informs the program of strengths and weaknesses. Please give your honest evaluation and
Part I: Please rate your externship experience at this site in the following areas. For each
response in the POOR column, please give specific information about why you have
evaluated the site as POOR.
EXCELLENT GOOD FAIR POOR
2 ACCESSIBILITY of the
preceptor at this site:
3 ACCESSIBILITY of the
pharmacy staff at this site:
guiding you and answering
work following training:
8 Would you recommend this site to future students? YES NO
> Evaluation for employment
- conference with supervisor for review
of evaluations done throughout
student rotation (if position available)
- keep student information on file for
possible future hire
> First Year 2009 (10/08-10/09)
- 13 students enrolled in program
- 1 student failed
- 5 students hired in contract positions
(2 in IP -one on medical leave- & 3 in OP)
- 1 on hire wait list
- 1 needing 90 hours/1 needing 40 hours only
> Second year 2010 (10/09 to date)
- 1 on hiring wait list
- 1 currently in program
> End of Program evaluations implemented
Excellent Good Fair Poor
Location X=75% X=25%
Preparedness X=75% X=25%
- 100% would make no changes to program
- 100% would recommend this program to others
Lezlie Cohn-Oswald, CPhT
Pharmacy Technician Externship Program Associate Director
VA Salt Lake City Health Care System
(801) 582-1565 ext. 4208